You can create a new site or unit ahead of its opening and keep it in pre-launch status. This lets you add maintenance contracts, assets, and other key details before the site goes live.
To add a new site or unit, please follow the steps below:
From the Admin area, click Add / Edit Units.
Click Add New Unit.
Unlock the green padlock.
Fill in all required fields, including the site codes, address, and contact details.
Enter GPS coordinates.
In Google Maps, right-click the location and select Whatās here to find the coordinates.
In the bottom right, click Next.
Select the siteās launch date from the calendar pop-up.
Click Save.
Use the dropdown menus to assign support team members.
Click Save again.
š Note: The GPS field accepts up to 7 digits only (e.g. 41.40338, 2.17403). Ensure there are no spaces before the coordinates.
Add units in bulk
From the Admin area, click Add / Edit Units.
Click Add New Unit.
Unlock the green padlock.
In the Unit List Upload section, click Download to get the template.
Complete the template with unit details.
Columns marked with black text are mandatory.
Return to the Unit List Upload section.
Click Select a file and choose your completed template.
Click the arrow icon to upload.
š Note: The unit number can only be edited while the site is in pre-launch status. Once live, it can only be changed via the support team.
Create a joint unit
A joint unit allows you to link two units together so they can be managed side by side. This is useful when sites share resources, locations, or responsibilities and need to be accessed as a single entity.
When setting up a new unit, follow the standard process of creating a unit.
To link two units as a joint unit:
Enter the same postcode as the other unit you want to connect.
Once saved, the system automatically links the two units.
When viewing the unit in the Unit View, you will see a Joint Unit button. Clicking this shows the details of the other unit linked to it.
Change the tenure of a unit
Each unit has a tenure type, which indicates whether the property is Freehold or Leasehold.
If a unitās tenure changes, you can update it by following the steps below:
From the Admin area, click Add / Edit Units.
Select the unit you want to update.
Unlock the green padlock.
Select either Freehold or Leasehold as appropriate.
Click Save.
š¤ Tip: Keeping this information accurate ensures that property details are correctly recorded and can be reflected in reports or other processes where tenure is relevant.
Check the unit changes history
You can view any updates made to a unitās information or settings in Access Maintain. This is useful for tracking who made changes and when they were made.
To check the unit history:
From the Admin area, click Add / Edit Units.
Select the unit you want to review.
Click the notes icon at the top right of the screen.
This will open a history log showing all changes related to that unit.
Deactivate a unit
You can deactivate units if they are no longer required or have been sold by following the steps below:
From the Admin area, click Add / Edit Units.
Select the unit you want to deactivate.
Unlock the green padlock.
Scroll down, click De-activate.
Confirm that you want to deactivate the unit.
š¤ Tip: The unit will be moved to the Closed Accounts, and data linked to it, such as past orders, will remain as historic data, which cannot be removed.
I can't deactivate a site
If you try to deactivate a unit and see the message āMaintenance orders remainingā, it means there are still active orders linked to that unit.
To find them, try the steps below:
In the site view, check for any active maintenance orders.
In the site view, check the Get Quotes section for any pending quotes.
From the Group menu, select PMV Orders under Overdue PMVs and look for orders linked to the unit. If required, you may be able to amend these orders in the Admin screen.
Once all active or outstanding orders are closed or updated, you will be able to deactivate the unit.